open source administration software for education research administration Awards Module Susan Mundt, University of Arizona KCC Award Subcommittee Co-Lead

open source administration software for education Awards Module Integration

open source administration software for education Kuali Coeus Timeline See for updates

open source administration software for education Kuali Coeus Main Menu – User tabs Different tabs for different user groups Functional areas are separated

open source administration software for education Unit tab for Departmental Administrators Click here to search for an existing Award

open source administration software for education Central Admin tab for Sponsored Projects Users Click here to create a new Award

open source administration software for education Maintenance tab to customize tables

open source administration software for education System Admin tab Maintain people and parameters Set up workflow and notifications

open source administration software for education Orientation – Document tabs & panels This is an Award Document Document status/ID is always visible This is the Award tab On-line help Scroll down to see document actions on each tab Other panels may be open or closed Required fields are marked with an asterisk

open source administration software for education Funding Proposals Linking a Funding Proposal feeds data from the Institutional Proposal to the Award

open source administration software for education Details & Dates Identifiers and classification of your Award

open source administration software for education Subawards List Subawards approved by the sponsor Integration with the Subawards module is scheduled for future release

open source administration software for education Sponsor Template and Keywords Apply a Sponsor Template to populate Award data for common award programs (Prime Sponsor, Sponsor Contacts, Payments, Reports, Terms and Comments) Keywords provide common classifications for activity reporting

open source administration software for education Contacts tab One place for all lists of Institutional and Sponsor Contacts for an Award

open source administration software for education Key Personnel

open source administration software for education Credit Split Key Persons can be included or excluded individually Up to 8 split classifications

open source administration software for education Unit Contacts System populates default internal Lead Unit contacts Additional contacts can be added and deleted

open source administration software for education Sponsor Contacts Can be populated by a Sponsor Template Sponsor Contacts are also used as recipients of Reports and Invoices Lookups are available to see all data in the Rolodex record (Person or Organization column)

open source administration software for education Central Administration Contacts View the full Person or Unit record with one click on the open book icon Central Admin Contacts display automatically for the Lead Unit

open source administration software for education Commitments tab, Cost Sharing

open source administration software for education Rates (F&A and Benefits) Record budget rate restrictions for the Award

open source administration software for education Preaward Authorizations Document funds provided for work before an Award is finalized

open source administration software for education Budget Versions tab This is your gateway to Award Budget and where to get the “big picture”

open source administration software for education Payment, Reports & Terms tab Sponsor restrictions and requirements for easy reference

open source administration software for education Payment & Invoices Generate an invoice/payment requirements list Track payments received

open source administration software for education Reports Generate a schedule of recurring reports and proposals due Choose recipients from Sponsor Contacts or search the Rolodex Capture reference data for purchasing Return Report data to Sponsor Template defaults with ‘sync to template’

open source administration software for education Terms Populate data for similar Award programs with Sponsor Template Build a convenient reference list of Sponsor terms & conditions

open source administration software for education Special Approvals (Approved Equipment and Foreign Travel) Track specific approval for closely monitored expense categories

open source administration software for education Closeout Data in the Reports panel populates standard final report due dates Add additional Closeout reports Document archive location during record retention period

open source administration software for education Special Review tab Data added from each Funding Proposal linked to the Award Future compliance modules will be integrated

open source administration software for education Custom Data tab Additional data needs will not complicate future upgrades

open source administration software for education Comments, Notes & Attachments tab Comments panel

open source administration software for education Notes panel and Attachments panel

open source administration software for education Award Actions tab

open source administration software for education Data Validation Turn on Validation to flag errors as you enter data and save The “fix” buttons take the user to the appropriate panel to correct problems

open source administration software for education Hierarchy Actions Open this window in a full screen Click a row in the Award Hierarchy to make a copy or create a new child award Duplicate entire branches of the hierarchy tree with Copy Descendants

open source administration software for education Print Generate standard printouts in.pdf format

open source administration software for education Sample Printouts

open source administration software for education Ad Hoc Recipients and Workflow

open source administration software for education Medusa tab Displays related KC proposals and awards in tree view View document Summaries, open a related document or view Notes

open source administration software for education Time & Money Document A Time & Money doc must be created and finalized entirely “inside” or “outside” an Award version document View document Summaries, open a related document or view Notes

open source administration software for education T&M: Document Overview and Workflow Standard KC panels

open source administration software for education T&M: Award Hierarchy

open source administration software for education T&M: Transactions Add and subtract funds from an Award hierarchy Move funds within an Award hierarchy System performs intermediate transactions

open source administration software for education T&M: Direct/F&A Funds Distribution Break down anticipated Award amounts into Direct and F&A Costs for all budget periods

open source administration software for education T&M: Summary This screen is identical to the Medusa Award Summary

open source administration software for education T&M: Action Summary and History

open source administration software for education Award Budget: Parameters tab Budget dates, Obligated Total and F&A Rate Type feed from the Award System calculates Budget Change Total Cost Limit Budget Overview panel is identical to panel of the same name in the Award doc You can enter a Summary level budget by entering Direct and F&A Amounts in the Budget Periods & Totals panel

open source administration software for education Award Budget: Budget Versions tab This is identical to the Budget Versions panel in the Award Document It provides a budget history at a glance

open source administration software for education Award Budget: Rates tab: F&A Rates and Fringe Benefits Rates from the Institutional Rate tables default for the Obligation period Applicable Rate column can be used to override defaults as needed Data from the Award F&A Rates and Employee Benefits panels will lock down the Applicable Rate

open source administration software for education Award Budget: Inflation Rates Functionality is the same as in Proposal Development Budget module

open source administration software for education Award Budget: Vacation and Other Rates Rate synchronizing or reset is available from any rate panel or for all panels

open source administration software for education Award Budget: Summary tab

open source administration software for education Award Budget: Personnel tab; Project Personnel and Budget Overview panels

open source administration software for education Award Budget: Personnel Detail Budget Periods & Totals are calculated (overwriting entered values) if budget details are entered

open source administration software for education Award Budget: Personnel Line Item Details The Summary, Personnel & Non-Personnel panels function the same as in Proposal Development budget

open source administration software for education Award Budget: Non-Personnel Detail panels

open source administration software for education Award Budget: Distribution & Income, Cost Sharing Distribution List comes from Award, Cost Sharing Panel Summary comes from Personnel and Non-Personnel tab details

open source administration software for education Award Budget: Distribution & Income, Unrecovered F&A Distribution List entered in Award F&A Rates panel Summary comes from Personnel and Non- Personnel tab details Project Income panel functions like in Proposal Budget

open source administration software for education Award Budget: Budget Actions tab, Budget Justification Budget Justification works just like in Proposal Development Budget Data Validation and Workflow panels function like in the Award document

open source administration software for education New for KC3.1: Sync Descendants Push changes from a parent award to selected child awards in a hierarchy.

open source administration software for education Award Credit Split Choices to merge, replace or make no change to Credit Split when linking additional Funding Proposals to an Award

open source administration software for education Parameter to require breakdown of Direct and F&A Costs Appears in the Award document, Details & Dates panel Appears in the Time & Money doc, Award Hierarchy and Transactions panels

open source administration software for education Parameter for Cost Sharing Period flexibility Change label to ‘Project Period’ or another custom label on all Cost Sharing screens where ‘Fiscal Year’ previously existed.

open source administration software for education Resources